chapter 5 business letter (i) eileen 1. the process of doing business a inquiry enquiry b replies to...

CHAPTER 5 CHAPTER 5

BUSINESS LETTER (I)BUSINESS LETTER (I)

EILEEN

1. The Process of Doing Business

A Inquiry Enquiry B

Replies to inquiry

Quotation / offerA B

Counter offer

acceptanceOrders, Confirmation

Payment, Shipment

decliningacceptance

2. Orders ：Definition:

A request to supply specified quantity of goods.

2. Orders: the format of an order letter Show satisfactory on goods and agreement on

terms to give an order:

A specific order or enclosed printed order form :

name of commodity, article number, specification ,quantity, packing , delivery date, port of destination ， price terms of payment, etc.

2. Orders: the format of an order letter

Reinforce some special or important request:

Ask for the confirmation or reply Hope to more cooperation

packing, delivery date, terms of payment , etc.

2. Orders ：Writing Rules:

accuracy clarity

2. Orders: patterns and substitutions

Show satisfaction on goods and agreement on terms to give an order:

1.

We find both quality and prices satisfactory

Your quality and prices are satisfactory and

send/give you an orderplace an order enclose an indent

we are pleased to

for the following items on the understanding.


A specific order:

Commodity name Quantity Article No. PriceItem Pattern No. CIF Sydney Catalogue No. FOB Sydney

Packing: In cotton cloth bales In wooden cases Be wrapped in bags and packed in standard export cardboard cartons Shipment: Prompt shipment from TianjinPayment: 100% by confirmed, irrevocable L/C by draft of sight (at sight)


Reinforce some special or important request: 1. Our terms of payment are

and we hope they will

confirmed and irrevocable L/Ctelegraphic transfer

cash against documentbe acceptable to you.

2. You can make inquiries concerning our financial standing/status to our bank.


Reinforce some special or important request: 3. Please see to it that your goods

meet our requirements.are of the best quality and the highest craftsmanship.are exactly equal to your sample in quality.


Reinforce some special or important request: 4. We need the goods urgently , and it is

imperative/important/desired that they must reach us by the end of this month.

5. Since this is our first order, we hope you will do everything possible to ensure punctual shipment.

6. Please by the first

available steamer upon receipt of our L/C.

make delivery immediatelymake prompt shipment

2. Orders: exercises I

Since the price and the quality of your wine seem quite

satisfactory, we have decided to place the following order with you:

Ref No. 4573

Item No. Description Quantity Unit Price

M256579 Latour-Red 1979 180 btl. FF67.25

M278682 Mouton-Red 1985 150 btl. FF70.05

Delivery: By sea, arrival before August 20,2006

Terms: Letter of Credit at sight.

Please confirm the order, so that we may open the relevant L/C without delay.

2. Orders: exercises I Since the price and the quality of your wine seem quite satisfactory, we have decided to place the following order with you: Ref No. 4573 查询号码

Item No. Description Quantity Unit PriceM256579 Latour-Red1979 180 btl. FF67.25 法国法郎拉度红酒 M278682 Mouton-Red 1985 150 btl. FF70.05 莫顿红酒 Delivery: By sea, arrival before August 20,2006 Terms: Letter of Credit at sight. Please confirm the order, so that we may open the relevant L/

C without delay.

2. Orders: exercises II

订单要求：型号茶壶 40 个每个 30 美金 211 茶托 200 个每百个 40 美金 239 茶盘 300 个每百个 50 美金 234 茶杯 300 个每百个 45 美金 221

包装：用棉布包装，装入出口用标准纸箱支付：通过保兑，不可撤销信用证，见票即付汇票

并要求货物的质量同所提供的样品相同 , 还有尽快发货，在收到信用证后装第一艘可订到仓位的船。

2. Orders: key of exercises

Dear sirs, Thank you for your quotation of 6 May. Your goods and prices are satisfactory, and we are pleased to send you an order for the following.

Item Qnty Article No. Price Tea pots 40 211 $30 eachTea saucers 200 239 $40 per hundredTea plates 300 234 $50 per hundredTea cups 300 221 $45 per hundred

Packing ： In cotton cloth bales, packed in standard export cardboard cartons Payment: 100% by confirmed, irrevocable L/C by draft of sight

2. Orders: key of exercises

Please see to it that your goods must be exactly equal to the samples in quality. Our customers urgently required the goods, please ship as soon as possible by the first available steamer upon receipt of our L/C. We shall be grateful if you confirm definite delivery date , meanwhile you can inform us at your earliest convenience.

Look forward to your early reply! Best regards, (signed)Eileen

3.Acknowledgement of an order:Contents :Express your thanks for the order and

send the sales confirmation:

Clarity terms of payment or delivery etc.

Ask to send back the signed confirmation or look forward to further orders:

3.Acknowledgement of an order:

patterns and substitutions: Express your thanks for the order and send the sales

confirmation:

1. Welcome you as one of our customers and we are sending our Sales Confirmation No.109 in duplicate, a copy of which is to be counter-signed and returned for our files.

2. We are pleased to confirm the above order.


patterns and substitutions: Clarity terms of payment or delivery etc:

1. You may be assured that this order will

2. We assure that we shall effect shipment on the specified date in your order.

3. There is a great demand for the goods and our stock is exhausted. It will be 3 months before it is available again.

be executed to your satisfaction.

3.Acknowledgement of an order:patterns and substitutions: Clarity terms of payment or delivery etc:

4. We wish to point out that stipulations in the relevant credit should strictly conform to the terms stated in our Sales Confirmation in order to avoid subsequent amendments.

5. If we receive your reply in the affirmative, we shall conform supply of the prices stated in your order.


patterns and substitutions: Ask to send back the signed confirmation or look

forward to further orders and the others:

1. You will be completely satisfied with our goods at the price offered which represent exceptional value.

2. I hope this first order will lead to further business and mark the beginning of a happy working relationship.

3.Acknowledgement of an order: key of exercises

1. Your samples of rubber boots received favorable reaction from our customers, and we are pleased to enclose our order for 300 dozen pairs. 2. Please ensure goods sent us, which are exactly equal to our samples in quality. We would appreciate great care in your selectionof good quality.

3.Acknowledgement of an order: key of exercises

3. Please rush the order. If delivery cannot be made before March 5, we shall have to cancel the order. 4. We thank you for your Order No. 345 that we have accepted your terms which are exceptional. There is an increasing demand for these goods and the price is on a rapid increase. 5. We apologize for the delay in executing your order. The delay was caused by a shortage of raw material and also by a back log of orders.

The Process of Doing International Business

A Inquiry Enquiry B

Replies to inquiry

Quotation / offerA B

Counter offer

acceptance

Payment, Shipment

decliningacceptance

A Order

B Confirmation

A

Contents

The Modes of payment The Practical Sample Of L/C

** The Process of L/C

** The Letter of Urging Establishment of L/C

** The Letter of Amending L/C

** The Letter of Asking For Extension of L/C

The Modes Of Payment: Remittance ：进口人出口人：将款项交予 M/T: mail transfer T/T: telegraphic transfer D/D: demand draft

Collection: 出口人进口人：先行发货，开出汇票连同单据委托银行收款 D/P : documents against payment 付款交单 D/A : documents against acceptance 承兑交单

Letter of Credit:

Letter of Credit : L/C 银行出具的保证，保证提交全套必要的装

运单据后即付货款

The Practical Sample of L/C单证样本——信用证(Letter of Credi t)

I ssue of a Documentary Credi t

I ssui ng Bank

BKJ PYUTYA08E SESSI ON: 000 I SN: 000000

BANK OFOSAKA

NEWYORK

NO. 216, AUMAHU, AKI _GUN, OSAKA, J APAN

Desti nat i on Bank :

XXXXXXXX

BANK OF CHI NA, NANTONG BRANCH

153,RENMI NG RD NANTONG CHI NA

TEL;0513- 3578321

Type of Documentary

Credi t 40A I RREVOCABLE

Let ter of Credi t

Number 20 LGU-002156

Date of I ssue 31G 010302 Date and Pl ace of

Expi ry 31D 0103030 CHI NA

Appl i cant Bank 51D NEWYORK BANK , OSAKA Appl i cant 50 YOUNGAN TRADI NG

Benefi ci ary 59 J I AHA I NTER TRADI NG CO. ,

60, NONGJ U RD HAI AN J I ANGSU ,CHI NA Currency Code, Amount 32B USD 26,520. 00 Avai l abl e

wi th. . .by. . . 41D ANY BANK BY NEGOTI ATI ON

Draft s at 42C AT SI GHT Drawee 42D NEWYORK BANK , OSAKA Parti al Shi pments 43P NOT ALLOWED Transhi pment 43T NOT ALLOWED Shi ppi ng on Board/ Di spatch/ Packi ng i n Charge at / f rom 44A SHANGHAI Transportat i on to 44B OSAKA, J APAN Latest Date of

Shi pment 44C 010320

Descr i pt i on of Goods or Servi ces: 45A

100PCT RAYON DI ASH CLOTH

30SX30S/ 56X54/ 40X40CM 2PLY

CI F OSAKA

CHI NA ORI GI N Documents Requi red: 46A

信用证样本

信用证操作流程


开证

交单

付款

Importer

Issuing Bank开证行

Corresponding Bank

通知行

Exporter

Shipping Company

Negotiating Bank

议付行

提交单据

寄送单据

偿付

转给

Case I: According to the Dialogue Boyi Art Trade Company Ltd. signed the S/C N

o.159 about 2000 Christmas toys with France International Corp., Liyan stated that the L/C must reach the sellers 30 days before the contracted date of shipment. The delivery date is August 30, that means that the L/C must reach Fujian Company before August 1. But until August 8, they still have not received the L/C from Susan .

If you are Liyan , How should you do?

August 30 August 1 August 8

Urging establishment of L/C

The main contents of the letter :

* Which L/C must be opened* Which L/C must be opened

* The cause of your urging* The cause of your urging

* Urge to establish* Urge to establish

* Pay attention to some key points* Pay attention to some key points

Urging establishment of L/C New words and expressions :

** 1. urge to establish/open a L/C 催开信用证 establish v. 开立（信用证）；建立，确立

open v. 开立（信用证）；相关信用证还未开立。 The relevant L/C has not been established.

我们很高兴与您建立业务关系。 We shall be glad to establish business relations wit

h you.

由于你们的延期开证 , 我们不能发货 . 请马上开出上述信用证。

We could not ship the goods because of the delay of your L/C. Please open the above L/C at once.

Urging establishment of L/C** 2. do your utmost to expedite establishment of L/C 尽最大可能加速开证

请尽最大可能加速开证 , 以便我们能执行订单。 Please do your utmost to expedite establishment of L/C , so t

hat we may execute the order.

** 3. establish a letter of credit in our favor for the amount of------- through ------bank 通过 -- 银行电开以我方为受益人的金额为 ---- 的信用证

我们恳请贵方通过纽约银行电开以我方为受益人的金额为 300 万美金的信用证。

We request you to open/establish a letter of credit in our favor for the amount of US $ 3000000 through New York bank .


** 4. 百分百保兑的不可撤消的即期信用证 100% confirmed irrevocable letter of credit

by draft at sight.

我们接受百分百保兑的不可撤消的即期信用证。

We accept 100% confirmed irrevocable letter of credit by draft at sight.


Useful Sentences:* Which L/C must be opened* Which L/C must be opened

1. With reference to the 4000 dozen shirts under our Sales Confirmation No.TE151, we wish you to open the relevant L/C at once.


** The cause of your urging The cause of your urging

1. We wish to draw your attention to the fact that

the date of delivery is approaching.

is approaching = can be met

2. We have adequate stocks of the products in our warehouse, but up to the present we have not received the covering/relevant Letter of Credit.

covering = relevant


* Pay attention to some key points* Pay attention to some key points

1. Please see to it that L/C stipulations are in exact accordance with the terms of the contract.

be in exact accordance with = should strictly conform to

Practice I

According to case one, as you are Liyan of Boyi Company Ltd., please write a letter to Susan of France Company to urge establishment of L/C, or you will cancel the order.

Practice I

Dear sirs, With reference to the 2000 kitchen cupboards under

our Sales Confirmation No.159,we wish to draw your attention to the fact that the contracted date of delivery is August 30, so your L/C must reach us before August 1, but today August 8 ,we have not received the relevant L/C. Please do your utmost to expedite its establishment, so that we may execute the order.

Please open the L/C as soon as possible ,or we will cancer the order. Looking forward to receiving your favorable response at an early date.

Yours faithfully

Practice II Complete the following sentences by translating the pa

rt in Chinese into English: 1 We will open the L/C ________( 一收到你方答复

后 ). 2 The goods under S/C No.3697 has been ready for

quite some time.________( 请按合同价格迅速开证 ) 3 In spite of our repeated requests,___________( 信

用证仍未收到 ). Please open the credit by SWIFT immediately, otherwise, we cannot effect shipment in January

4. _____________________( 如果信用证不能在 7 月底前开到我处 ) ， we will be forced to cancel your order.



开证

交单

付款

Importer

Issuing Bank开证行

Corresponding Bank

通知行

Exporter

Shipping Company

Negotiating Bank

议付行

提交单据

寄送单据

偿付

转给

Case II: If you are Liyan, when you check the L/C opened by France company, you found some discrepancies as follows:

1 ．受益人的名称地址有误 : 2 ．合同号有误 3 ．货物的数量单位有误。

What should you do ?

Asking for Amending L/C

Some useful expressions: 1. We are in receipt of your L/C, but we

would request you to amend it as follows: ①①The quantity should The quantity should readread 300 sets. 300 sets.

Transshipment is permitted. ② Transshipment is permitted. ②

2. Asking you to amend the L/C to read: 3. The date and place of expiry should

read:


4. On examination, we find that partial shi4. On examination, we find that partial shipment and transshipment are not allowed ipment and transshipment are not allowed in the L/C. n the L/C.

on (upon) examination=on perusal on (upon) examination=on perusal 经审经审查查 ,, 在详阅之后在详阅之后

经详阅，我方发现信用证有不许分批装经详阅，我方发现信用证有不许分批装运和转船的条款。运和转船的条款。


4. Referring to L/C issued by Mercantile Bank for the amount of $25300 covering 3000 dozen socks, we must point out that

5. Such being the case, we would request you to amend your L/C to allow partial shipment and transshipment.

在此情况下，我方请求你方修改信用证允许分批装运和转船。

partial shipment and transshipment are not allowed.the shipment does not conform to the contract.


6.We hope you will see to it that the amendment is made without delay.

我们希望你方务必尽快修改该信用证。

Practice ITranslate the following sentences into

Chinese: 1.It is imperative for you to amend the L/C

as per our fax of the 25th. 2.When we checked the received L/C with

the relevant contract, we found that there were several discrepancies that needed amending

3.Such being the case ， we agree to amend “port of loading: Guangzhou ” in the L/C to read “port of loading: Shanghai”

2.The name of the applicant shall be “SOUDI ARABIA FOODSTUFFS IMP&EXP CORP., LTD.”, not “...EXP&IMP...”

3.The drafts shall be “ at sight” ,not “at 30 days after sight.”

4.The Latest date of shipment shall be “991215”, not “991201”.

5.The inspection clause has been amended to read as “Inspection certificates issued by C.C.I.B. or specific inspector accepted by the Beneficiary.”

Practice II

Write a letter of amending L/C:

Printed Material: IV

Practice IIDear sirs, Thank you for your L/C No.WT509 ,but we regret to

say that we have found a number of discrepancies. Please amend the L/C as follows:

(1) “Messrs Hudson & Co.” should read “Chase Manhattan Bank, USA”;

(2) The amount both in figures and in words should respectively be US$30000 and Say US Dollars Thirty Thousand Only;

(3) Draft to be at sight instead of at 60 days after sight; (4) Insert “Children” before “Bicycles”; (5) The date and place of expiry should read: May

15,2004 in Beijing, China; Your early fax amendment to the L/C will be highly

appreciated.

Yours faithfully,

Asking for extension of L/C

Letter of Credit : L/C 通常装运月份前 30 天卖方收到信用证 reach the sellers 30 days before the contrac

ted month of shipment 装运期后 15 天为信用证的有效期 valid for 15 days after date of shipment

Asking for extension L/C Asking for extension L/C:

1. We have no alternative but to ask you to extend the shipment date and validity of your L/C to 31/5 15/6 respectively.

2. Ask you to extend the above L/C to 31/8 and 15/9 for shipment and negotiation respectively, with the amendment to reach us by July 15.

Practice

由于信用证的迟到或是其它原因，货物无法在合同规定的时间内装运，写信要求对方延展信用证中的装运期和信用证的有效期：

由于来自厂商方面的无法预知的困难，我们觉得不可能在五月四日前发货，所以若贵方能将信用证的船期和有效期分别展至 6 月 30 日和 7 月 15 日，将不胜感激。

Practice

Owing to the unforeseen difficulties on the part of manufacturer, we find it impossible to effect shipment before----- ,and would appreciate our extending the shipment date and validity of your L/C to----- and-----respectively. 。

5. Shipment :

Shipping documents including:

B/L: bill of lading

Insurance policy

Commercial invoice

5. Shipment : patterns & substitutions

1. Enclosed please find one full set of the non-negotiable copy of the shipping documents covering this consignment.

2. We will ship the above consignment on board S.S. “Noah” with ETA 23 November.

ETA: estimated time of arrival

ETD: estimated time of departure

3. The shipment of the goods under S/C No.123 has been made on board S.S. “Pearl” for transshipment at Hong Kong into S.S. May Flower.

5. Shipment : exercises

敬启者：我方第 101 号销售确认书项下的货物已装“美罗”号轮，在新加坡转“尼亚”号轮装运。随函附上货运单一套，包括海运提单，保险单据及商业发票一份，请查收。敬上

5. Shipment : exercises

Dear sirs ： The shipment of goods under S/C No.101 has been made on board S.S. “Meiluo” for transshipment at Singapore into S.S. “Niya”. Enclosed please find a full set of shipping documents ,including B/L, invoice policy and commercial invoice.

Yours faithfully

6. Complaints :

Complaints about : Merchandise: quantity: difference between

missing or shortage

quality : inferior quality

Service: slow service,

delay of shipment

Packing: bad packing

Other errors : invoice

6. Complaints : the format

Opening: state the problem

Body: the problem lead to some results

what you want to be done:

accept a claim

settle by arbitration

Closing: trust their handling

keep the goodwill of the reader

6. complaints : patterns and substitutions

Complain about quality:

1. On comparing the goods received ,we found that they

Complain about bad packing:

2. We regret that

are not in exact accordance with the sample. have not turned out to our satisfaction.

several bales were seriously damaged owing to negligent packing.the boxes were found split open.


Complaint about quantity:

3. After inspection, we found that

it was 87 boxes short.some articles were missing.there is a shortage of 60 bales.


Ask for claims:

1. Allowance should be made for unforeseen circumstances.

2. Under these circumstances,

3. Please refund our money, or we will be forced to take legal action.

we have to returned the goods to you at your expenses.

We are sending you a list of the inferior goods for your replacement.

7. Claims /Complaints :

Some problems: Merchandise: quantity: difference between

missing or shortage

quality : inferior quality

Service: slow service,

delay of shipment

Packing: bad packing

Other errors : invoice

7. Claims : polite , calm, but firm

Opening: state the problem

details about order No. delivery date

the account number

Body: the problem lead to some results

what you want to be done:

accept a claim

settle by arbitration

Closing: trust their handling

ask for reasonable adjustment

8. Adjustment :

Means the reply to complaints

Content:

Granting adjustment or partial adjustment

Refusing an adjustment

8.Adjustments : the format

Opening: express sympathy and understanding

Body: admit and explained the mistakes

decision on preventing the error

state what you will do

Closing: reaffirm the value of the product and

your company

exercises of complaints, claims and adjustments

1. 你们有证据吗？2. 开箱时 , 本公司就发现货品质量远比我方答应订单时的样品差 .

3. 根据商检报告 , 我方有权拒收货物 , 向你方提出索赔 .

4. 我们十分清楚 , 我方无法弥补我们造成的不便 ,但在今后的交易中 , 我们一定尽力使贵方满意 .

5. 我们准备让合同价格的 10%, 我们希望这样能解决问题 .

6. 我们不想让此案再搁置下去 .

7. 我们将请船运公司来检查损失 , 以便他们安排赔偿 .

8. 我们保留向你们要求赔偿任何损失的权利 .


1. Have you get any proofs?

2. Upon unpacking the cases, we found that the quality was much inferior to the sample on which we approved the order.

3. On the strength of the inspection report, we have the right to reject the goods delivered and lodge claim against you.

4. We realize very well that we cannot make up for the inconvenience caused by us, but we will endeavor to satisfy and please you in future transaction.

5. We are ready to allow a discount of 10% of the price contracted, we hope that this will meet the case.


6. We are reluctant to leave the case outstanding any longer .

7. We will ask the shipping company to come and inspect the damage so that they can arrange compensation.

8. We reserve the right to claim compensation from you for any damage.

exercises of complaints, claims and adjustmentsDear Sirs,

We have received your letter of February 15th with enclosure relating to a claim on the above shipment.

On careful investigation we admit that there could have been something wrong with small part of them. On the other hand, we feel that you are over censuring this shipment. We are afraid we cannot agree with you that most of the honey is of Amber color. By our standards, the honey is Light Amber. It is perhaps a matter of technical difference.

However, to clear the path speedily for fresh business, we are prepared to allow you $10.00 per long ton or a total of $250.00. This is the best we can do, and if it is acceptable to you, please send us a fax to this effect so that the case can be settled by a prompt remittance.

Yours faithfully,

chapter 5 business letter (i) eileen 1. the process of doing business a inquiry enquiry b replies to...

Documents

following order

order lettershow satisfactory

substitutionsa specific

important request

terms of payment

enclosed printed order

specified quantity of

quantity article